Ross Findlay: A day (and night) in the life of a Producer

Delivering a high-production year-end celebration

As 2025 drew to a close, many of our clients were taking time to reflect on a busy year – celebrating successes, recognising the work that had gone into it, and starting to look ahead. For one pharmaceutical client, the end of the year marked something bigger: the completion of a three-year ambition.

They wanted to bring their teams together for a one-day meeting, followed by a Christmas party to close things out properly. The location was Center Parcs Woburn Forest, which was already fully in Christmas mode. The brief was clear: high production, high impact… and a very tight turnaround.

2am, access granted

From the outset, this was always going to be a technical challenge. The client wanted a bold, high-production stage set – but we could only access the room at 2am, with the show starting at 10:30am.

No pressure.

That meant everything had to be planned, timed and executed properly, with no room for hesitation once the doors opened.

Our Production Manager, Mike, and Health & Safety Advisor, Caitlin, led the overnight build, getting the crew into the venue while most people were still asleep. By the end, we were constructing a 20-metre-wide LED wall and three platform stages, a serious setup built at speed.

Bacon rolls, briefings and beating the clock

By the time Catherine, our Project Coordinator, the show team and I arrived later that morning, the room already had momentum. The crew had been moving since 2am and it showed – LED panels up, stages taking shape, cables disappearing where they should.

We grabbed bacon and egg rolls (essential), powered up laptops and got straight into show prep. Against the odds, the build wrapped 15 minutes early – a small miracle that gave us just enough time to reset before running the show from top to bottom.

We rehearsed every cue, fine-tuned transitions and made adjustments where needed. Everyone was fully locked in, and by the time rehearsals finished, doors were about to open and it was time to switch from preparation to delivery.

The show lands

Once the show started, it moved quickly. Speakers shifted between formats – from story-led segments to broadcast-style presentations, right through to talk-show-inspired discussions. Music, lighting and visuals worked together to keep the pace up and the energy in the room high.

It was one of those moments where you can feel when something’s working.

When the final session finished, there was a brief pause. The conference had landed. The client was happy. Then we turned our attention to the next challenge.

Resetting the room

The brief for the evening was clear: transform the space completely.

With a big team and everyone pitching in, the conference setup gave way to après-ski-style décor, Christmas-market-inspired catering stations under gazebos dressed with festoon lighting and garlands, and a full LED dancefloor built in front of the stage.

The LED floor allowed us to run custom visuals throughout the evening, instantly shifting the atmosphere from conference to celebration. By the time we stepped back, the room barely resembled the space we’d started in that morning – always a good sign.

It was one of those resets where titles disappear and everyone just gets on with what needs doing.

A proper celebration

The party had something for everyone. Bands and DJs carried the night, face painters added to the festive feel, arcade machines sparked a bit of healthy competition, and a Polaroid photo booth quietly documented it all. There were also quieter areas for people who just wanted to relax, chat and catch up.

Seeing the space full, the atmosphere exactly where it needed to be, and the client genuinely delighted with how everything had come together was the payoff. The energy in the room did the rest.

We wrapped up around 1am, closed the doors, and left knowing the brief had been more than met.

As if we were never there

The next morning, fuelled by sausage rolls, crisps and good humour, the team moved fast. Beach balls were deflated, gazebos packed away, and garlands went to a good home just in time for Christmas.

Within a few hours, the room was back to neutral – as if we’d never been there.

We said our goodbyes, thanked the team, and headed off in different directions, ready for the holidays and a well-earned break.